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CONSTITUTION OF TUBUNGU RUNNERS

1.

TITLE

1.1

This team will be called TUBUNGU RUNNERS

1.2

Herein referred to as the Team

1.3

The Team will be governed by a Code of Conduct and a Grievance Procedure.

2.

DEFINITIONS

2.1

Member shall mean a fully registered member with paid up subscription (Annually)

2.2

Committee shall mean the office bearers of the Team;

3.

OBJECTIVES

3.1

To promote running and outdoor physical activities

3.2

To promote life-long learning on running, activity, movement and a healthy lifestyle.

3.3 To promote physical and mental health & well-being, including that of our youth and
young ones.
3.4
3.5
4.

To promote social interaction, community spirit, volunteering & community cohesion.


To participate in charity activities whenever possible.
Domicile Citadel

The Team Domicile Citadel will be at Tubungu Township ,Matsapha.


5.

AFFILIATION

5.1

The Team will affiliate to the Athletic Association of Swaziland or its successor.

5.2

All Team members including committee members and coaches shall register annually
with the Athletic Association of Swaziland (AAS) and will be subject to the rules and
regulation.

6.

MEMBERSHIP

6.1

Membership of the Team shall be open to the follow different categories.

6.2

6.1.1

Active members;

6.1.2

Inactive members;

6.1.3

Junior members;

Application for membership shall be made by completing and signing the Teams
proposal forms and join fee.

6.3

All members shall access the Teams constitution.

7.

TEAM IDENTITY

7.1

A logo for the Team shall be designed and approved by the Team membership.

7.2 The teams main colour will be light (sky) blue and shall conform to AAS rules where
applicable.
7.3

The Team slogan will be remember why you started.

8.

FINANCIAL YEAR

The financial year for TUBUNGU RUNNERS will run from 1 January to 31 December.
9.

OFFICE BEARERS

9.1

The Committee shall be elected from members of good standing at the Annual General
Meeting or at a Special General Meeting.

9.2

The Team shall elect from its members the following officers:9.2.1

Chairperson

9.2.2

Deputy Chairperson

9.2.3

Secretary/PRO

9.2.4

Treasurer

9.2.5

Operations/Technical Team (3 Members)

9.2.6
9.3

Member

All Team officers and committee members shall familiarize themselves with the Code of
Ethics and Good Practice.

9.4
the

Members shall propose nomination of the committee. Should any nominee be absent at
Annual General Meeting his name shall go forward only if she/ he signified his consent.

9.5

In addition to members elected at the General Meeting, members may be co-opted at


the discretion of the committee.

9.6

The Committee shall meet at least once in 3 months where all decisions and records

will be recorded and circulated to all committee members.


9.7

The term of office for the Committee shall be a period of two years.

9.8 The Deputy Chairperson shall be entitled to act as Chairperson in the absence of the
Chairperson. If neither are present at a meeting, the members of the committee shall
elect an Acting Chairperson from those members present.
9.9

Subscription renewal advice to be sent on the 1st December of each year.

10.

DUTIES OF OFFICE BEARERS

10.1 C h a i r p e r s o n
10.1.1

To provide direction for the Team by effective leadership and management.

10.1.2

To chair and control meetings of the committee.

10.1.3

To represent the team at external meetings when required.

10.1.4
10.1.5

To manage and oversee the work of officers and other team personnel.
To present the Teams annual report, in association with the Team secretary

10.1.6

To present the Teams annual accounts, in association with the Team treasurer.

10.1.7

To determine the content and agenda for Team meetings, in association with
Team secretary.

10.1.8 To be an ex-officio member of all committee of the Team but shall not vote.
10.1.9 To be co-signatory on the account of the Team together with the Treasurer or

10.2 Deputy Chairperson


10.2.1

To chair meetings in the absence of the Chairperson or in conjunction with the


Chairperson.

10.2.2

The Deputy Chairperson to assists the Chairperson in the discharge of


his/her duties.
To assume the office of the Chairperson if necessary.
To be in charge of all committee work and the management of committee
assignments.
To work closely with all committees.

Any other duties that may be assigned from time to time.

10.3 Treasurer
10.3.1

Deal with all financial issues relating to the team

10.3.2

Reconciliation of bank statements.

10.3.3

Ensure all expenditure is in accordance with Team objectives.

10.3.4

Provide a quarterly summary of financial position to the Committee.

10.3.5

Prepare annual accounts for review prior to presentation at the AGM.

10.3.6

To be responsible for the control of all monies of the Team including


receiving subscriptions and payment made by members to the Team.

10.3.7
the

Prepare and present annually to the Team Committee for onward submission to
Annual General Meeting, the financial statements and budgets of the Team.

10.3.8
Chair

Be co-signatory on the account of the Team with the Chairperson and the deputy

10.5 Secretary
10.5.1

Administer team correspondence.

10.5.2

Act as the first point of contact in consultation with the relevant


committee members.

10.5.3

Agree with chairperson on agenda and meetings.

10.5.4

Prepare and distribute agenda for Committee and AGM meetings.

10.5.5

Take minutes from meetings and distribute to members.

10.5.6

Complete and submit annual registrations.

10.5.7

Book training facilities.

10.5.8

Custodian of minutes from other sub committees.

10.5.9

In charge of the teams registration for races.

10.5.10 M a i n t a i n a register of Team members.


10.5.11 Co-signatory in the Teams account with the Treasurer or Chairman.
10.5.12

Shall be the face of the team.

10.5.13

Handles communication on behalf of the team with both internal and


external stakeholders.

10.5.14 To ensure that Team statutory documents and other returns are administered
and filed on .
10.7 Main Duties Joint Responsibility
10.7.1

All committee members are expected to attend meetings. In the event they
are unable to attend, apologies should be sent to the secretary.

10.7.2

The Team shall maintain adequate financial records, which shall be audited
and presented to the registered members at the Annual General Meeting.

10.7.3

The Team shall endeavor that no member be discriminated against on the basis
of religion, race, language, marital status, age, gender, class or creed.

10.7.4

The committee will summon an Annual General Meeting.

10.7.5

To advise the treasurer on the use of Team funds.

10.7.6

In the event of a complaint, ensure that the complaints procedures are met
and followed through to the final decision.

10.7.7

11.

In charge of the teams registration for races.

ANNUAL SUBSCRIPTIONS

11.1 Annual subscriptions shall be set and approved at the Annual General Meeting.
11.2 Subscriptions become due and should be paid within three months after the 1st of each
year.
11.3 Any member who has not paid his subscription within three months of the last day of
December shall be considered to be in default.
11.4 Any member considered to be in default shall have no right to vote at any meeting
11.5 Any member, who is in default for a minimum of six months may at the
discretion of the committee have his membership terminated
12.

GENERAL MEETING

12.1 The Annual General Meeting shall be held during November each year.
12.2 Fourteen days notice shall be given of a General Meeting.
12.3 A quorum shall consist of at least two thirds majority of members.
12.4 If a quorum cannot be attained at a General Meeting, a further Special General Meeting
shall be called and all members attending such meeting shall form a quorum and such a
meeting shall be held within 14 days of original scheduled meeting.

12.5 A Special General Meeting shall be called within thirty days if so requested by at
least one third of the members.
12.6 The committee may, at their own discretion convene a Special General Meeting.
12.7 The Team shall not be dissolved except by a resolution passed by at least two thirds
of the members.
12.8 In the event of dissolution, any monies other assets shall be distributed equitably
to all fully subscribed members registered as such immediately prior to the
dissolution.

13.

COMMITTEE MEETING

13.1 Committee meetings may be convened at the request of any committee member at
the discretion of the Chairman./ deputy
13.2 Emergency meetings may be convened at request of any committee member at
the discretion of the Chairman.
13.3 Any committee member failing to attend three consecutive meetings without due cause
shall at the discretion of the committee relinquish his post.
13.4 A quorum shall consist of at least five members.
14.

GRIEVANCE

A member of the Team who is aggrieved by the decision of the Committee or any of the
committees of the Team shall communicate his grievances to the Team Secretary /
chairperson of the Team.
15.

UNFORESEEN CIRCUMSTANCES OR EVENTS

15.1 All cases not specifically provided for in this constitution shall be decided by the
Committee of the Team and ratified at the next Annual General Meeting
16.

DISQUALIFICATION TO HOLD OFFICE

16.1 An official elected into the Committee, Annual General Meeting or any of the
committees of the Team shall cease to hold office if such official:16.1.1

Submits his resignation to the Team Secretary/chairperson;

16.1.2

Fails to attend three consecutive meetings without good cause or reason;

16.1.3

Found guilty of gross misconduct and removed through a disciplinary process


or through a majority vote of the Committee.

17.

APPEALS

An aggrieved member of the Team may appeal to an ad hoc committee which shall be
appointed by the main committee

18.

ALTERATIONS TO CONSTITUTION

18.1 This constitution shall not be amended unless majority of at least two thirds of the
members present (which would be at least 51% of team membership) votes in favour of
such an amendment at a General Meeting.
18.2 Fourteen days notice shall be given of any intention to amend this constitution.
19.
19.1

INDEMNITY
The Team does not hold itself in any responsible or liable in any manner for any
fatality or accident by any of its members which may occur before, during or after
any of the Teams activities.

SECRETARY

SIGNATURE

CHAIRPERSON

SIGNATURE

DATE

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